Operations Coordinator
JLL - Aguadilla, PR
Position Summary:
The Operations Coordinator provides administrative support to the General Manager and Property team, indirect staff and site initiatives/activities in order to ensure efficient operation. The ideal candidate must be a quick learner who is comfortable working in a fast-paced environment. Plan and organize work, control schedules through Outlook, support staff meeting minutes and actions, work with little direction and protect sensitive and confidential information. Exercise good judgment in setting task priorities, as well as managing multiple, sometimes competing priorities.
Responsibilities:
- Organization/coordination skills for planning meetings, onsite and offsite, as well as agenda development.
- Comply with administrative work that can be varied and project oriented, requiring considerable coordination and follow up to meet time sensitive requirements.
- Follow up with vendors and suppliers the required documentation to be aligned with the account policy.
- Complete and update assigned reports.
- Update and file all documents for Vendors and Customers.
- Create and maintain various filing systems in an accurate and organized manner.
- Maintain and update client contact databases.
- Complete required training courses.
- Provide full support to internal and external audits including the preparedness of all evidence required.
- Assist in Financial Reports.
- Assist with customer service requests and escalate issues to the appropriate property management staff.
- Follow-up with tenants to ensure service requests are completed to their satisfaction.
- Update Building and Tenant Emergency Response Manuals.
- Upload inspections and reports to specific programs or database.
- Perform assigned facility inspections and due diligence efforts, reporting on as found conditions impacting satisfactory client occupancy and operations.
- General interior maintenance – (ex. hang pictures, install keyboard trays, repair office furniture systems and repair doors)
- Assist the operations team in the maintenance and repair of building and equipment and/or as directed.
- Update work order status in real time.
- Escalating problems or issues to Customer and Manager in a timely manner.
- Support in any other special requests or projects as requested.
- A college diploma or degree in Business Administration or related field highly preferred.
- Minimum 1-2 years' work experience (on assistant positions)
- Advanced proficiency needed in various programs including, Outlook, E1, Explorer, Java, Microsoft Office, 360 system.
- Candidate should be proficient in both English and Spanish communication skills, verbal and written.
- Must be U.S. Citizen only. No dual citizenship.
- Ability to work second or third shift, holidays, and weekends as required. Must be able to respond to emergencies after hours.
- Must be a team player committed to working in a quality environment.
- Excellent interpersonal, detail orientation, organization and communication skills required.
- Able to maintain a high degree of confidentiality.
- Interacts effectively with internal and external customers including global communication.
- Ability to work independently with good decision-making skills.
- Manage multiple tasks simultaneously and autonomously.
- Anticipates requirements and demonstrates initiative.
- Works efficiently and effectively in a sometimes ambiguous environment.
Total Rewards reflects JLL’s investment in employees’ needs and preferences in Career, Recognition, Well-being, Benefits and Pay. We offer a competitive salary and benefits package. To be considered, please visit our Web site at www.us.am.joneslanglasalle.com/UnitedStates/EN-US/Pages/Careers.aspx to apply online. All resumes MUST BE submitted via our web site. Please reference Job 38324BR.
#LI
Posted: 30+ days ago
